HR Software for FTV Proclad LLC Oil and Gas Engineering Company Dubai UAE TrueBays Case Study

HR Software for a 550+ Employee Oil and Gas Engineering Company in Dubai: FTV Proclad LLC

How TrueBays implemented HRMS across 4 WPS entities for Proclad, a global leader in cladding and pipeline solutions, managing office staff and labour categories with shift rosters, biometric attendance, location-specific overtime and a multi-level payroll approval chain

550+ Employees Across 4 WPS Companies
4 Payroll Approval Levels up to General Manager
3 Labor Shift Patterns Managed in the System
2 Employee Categories with Different HR Rules

Two Employee Categories. One Unified HR Platform.

TrueBays configured separate HR rules for Office Staff and Labour within the same system, reflecting the different working arrangements, leave entitlements and shift patterns of each group.

🏢

Office Staff

Working Week 5 days per week
Annual Leave 21 days per year
Leave Accrual 1.75 days per month
Shifts Standard hours
Annual Leave Pay Basic + Housing
🔧

Labour

Working Week 6 days per week
Annual Leave 30 calendar days per year
Leave Accrual 2.5 days per month
Shifts 3 shift patterns configured
Annual Leave Pay Basic + Housing

About FTV Proclad LLC and Why Their HR Requirements Were Different From a Standard Industrial Employer

FTV Proclad LLC is a globally recognised engineering company based at National Industries Park in Dubai, specialising in weld overlay cladding, mechanically lined pipe (MLP), heat treatment, hot induction bending, machining solutions, and pipe spooling for the Oil and Gas, Petrochemical, Renewables and Defence sectors. Their client list includes some of the world's most demanding energy companies: Saudi Aramco, ADNOC, Shell, BP, ExxonMobil, TotalEnergies, QatarGas, Petrobras and many more. Proclad also operates manufacturing facilities in the UK, making it a genuinely international engineering group.

With over 550 employees across four WPS-registered companies, two distinct workforce categories with completely different working hours and entitlements, a labour force operating on three rotating shifts, and a payroll process requiring approval from the Chief Accountant, Chief Finance Officer and General Manager before any salary is disbursed, Proclad's HR requirements went well beyond what a standard HR software implementation typically involves.

Adding to this complexity, overtime rules differ by operating location: employees in Dubai follow one calculation method while those working on Abu Dhabi projects follow a different formula based on gross salary rather than basic salary. Both formulas needed to coexist within the same payroll system, applied automatically based on where each employee's project is located.

  • Client
    FTV Proclad LLC
  • Industry
    Oil and Gas Engineering and Manufacturing
  • Location
    National Industries Park, Dubai UAE
  • Workforce
    550+ Employees across 4 WPS Companies
  • Go-Live
    December 2025
  • Solution
    HRMS + Payroll + Shifts + Biometric + Recruitment
  • Explore
    Visit Website

Why HR and Payroll for a Large Oil and Gas Manufacturing Workforce Is Genuinely Complex

Engineering and manufacturing companies operating in the UAE's energy sector face HR and payroll challenges that white-collar businesses simply do not encounter. Proclad's specific situation created six distinct problems that needed to be solved within a single integrated system:

1. Two Employee Categories With Entirely Different Rules: Office staff work a 5-day week with 21 days annual leave and 1.75 days monthly accrual. Labour work a 6-day week with 30 calendar days annual leave and 2.5 days monthly accrual. Annual leave salary calculations also differ by nationality: UAE nationals receive full salary while expatriates receive basic plus housing. Running both under the same payroll rules would create compliance failures for both groups.

2. Three Labour Shift Patterns: The manufacturing workforce operates on rotating shifts. Without a shift management module, tracking who is on which shift, recording their hours accurately, and feeding that data into attendance and overtime calculations requires manual intervention at every stage. Any error at the shift recording level cascades directly into payroll inaccuracies.

3. Location-Specific Overtime Formulas: Proclad operates across both Dubai and Abu Dhabi project sites. Dubai-based employees have overtime calculated on basic salary divided by 30 days. Employees on Abu Dhabi projects follow a different labour regulation requiring overtime to be calculated on gross salary annualised over 365 days. Both formulas apply at 1.25x for normal overtime and 1.5x for holiday overtime, but the base figures are completely different. Managing this manually across 550+ employees every month was creating errors and compliance risk.

4. Four WPS Registrations, One Payroll Team: Four separately registered WPS entities means four individual SIF files need to be generated at every pay cycle. The scope also includes a requirement for partial payroll salary disbursement, where the system must be able to generate SIF files with selected payroll components rather than always processing the complete payroll. This level of flexibility is not available in standard HR systems.

5. Formal Multi-Level Payroll Approval Chain: Proclad requires payroll to pass through four approval levels before any salary is disbursed: preparer to Chief Accountant to Chief Finance Officer to General Manager. Without this workflow being built into the system, approvals happen outside the platform through emails and verbal sign-offs, creating an audit gap that is unacceptable for a listed-client engineering company.

6. Structured Recruitment for a Large Industrial Workforce: Hiring at this scale and compliance level requires a formal, documented recruitment process from vacancy allocation through offer to visa processing. An informal approach creates risks around reference checks, document collection and employment offer compliance.

Key Differentiator: Two Overtime Formulas in One System Based on Project Location

TrueBays configured StackHX to apply two separate overtime calculation methods within the same payroll engine. Employees working on Dubai-based projects have overtime calculated using the basic salary divided by 30 days method, in line with standard UAE labour regulations. Employees on Abu Dhabi projects follow the Abu Dhabi-specific formula where overtime is calculated on gross salary multiplied by 12, divided by 365 days and then by hours per day. Both normal overtime (1.25x) and holiday overtime (1.5x) apply under each formula. The system determines which formula to apply based on the employee's project location, removing the manual decision from the payroll team and eliminating the risk of applying the wrong rate to the wrong employee.

Overtime Calculation Formulas Configured in the System

The two overtime policies are configured separately within StackHX payroll and applied based on each employee's assigned work location:

Location PolicyOT TypeFormulaMultiplier
Dubai / GeneralNormal OT(Basic / 30 / 8) x OT Hours x 1.251.25x
Holiday OT(Basic / 30 / 8) x OT Hours x 1.501.50x
Abu Dhabi ProjectsNormal OT(Gross x 12 / 365 / 8) x OT Hours x 1.251.25x
Holiday OT(Gross x 12 / 365 / 8) x OT Hours x 1.501.50x

OT amounts are included in the same month's payroll and paid with salary. Bulk OT data upload via Excel is supported for managers to submit hours for multiple employees in a single file.

Multi-Level Payroll Approval Workflow

Every payroll run at Proclad passes through four mandatory approval levels before salary disbursement. TrueBays built this workflow directly into the system, creating a full audit trail for each pay cycle.

Step 1 Payroll Preparer Processes and submits payroll for review
›
Step 2 Chief Accountant Reviews payroll for accuracy and approves
›
Step 3 Chief Finance Officer Financial approval and payment authorisation
›
Step 4 General Manager Final sign-off before disbursement

The Full TrueBays Implementation for FTV Proclad

TrueBays deployed the complete StackHX HR and Payroll platform for FTV Proclad, configured around the specific requirements of an oil and gas manufacturing workforce managing two employee categories, three shift patterns, four WPS entities and two overtime policy regions:

Core Module

Employee Management and Document Tracking

Full employee lifecycle management for all 550+ employees across four WPS entities. Employee profiles include personal records, document storage with automatic expiry alerts for visas, Emirates IDs and company licences. The dashboard shows document and company certificate expiry dates, probation completion alerts, present and absent statistics, nationality-wise employee breakdown and department-wise counts in a live pie chart view.

Core Module

Leave Management with Dual Category Configuration

Leave is configured separately for office staff and labour. Key leave settings include:

  • Annual leave: 21 days for staff, 30 calendar days for labour
  • Accrual from date of joining: 1.75 days per month for staff, 2.5 for labour
  • Leave salary: Full salary for UAE nationals, Basic plus Housing for expatriates
  • Sick leave with same salary split by nationality
  • Maternity, paternity, bereavement (spouse and others), study and emergency leave per UAE law
  • Annual leave encashment based on basic salary
  • Absent day deduction from gross salary on calendar days basis
Operational Module

Shift Master and Biometric Attendance Integration

Three separate shift patterns are configured in the system for the labour workforce. Each shift has defined start and end times, and shift assignments are managed through the Shift Master module. Attendance data is captured via biometric devices integrated directly with StackHX HR, with clock-in and clock-out records feeding automatically into the attendance register and from there into overtime and payroll calculations. This removes the manual extraction and entry of biometric data that previously created bottlenecks at month-end.

Payroll Module

Payroll with Partial Disbursement and 4-Level Approval

Monthly payroll processes all four WPS entities with individual SIF file generation per company. Salary components include Basic, Housing Allowance and Transportation Allowance. Temporary allowances and deductions including overtime, leave salary, other allowances and due ticket amounts are handled through a dedicated register. A partial payroll feature allows the system to generate SIF files with selected payroll components only, giving the finance team flexibility in disbursement timing. Payroll follows month-end cutoff and is paid via bank and cash.

Benefits Module

Settlements, Gratuity and Air Ticket Management

All three settlement types are fully configured: air ticket settlement, gratuity settlement as per UAE law, and annual leave settlement including leave salary plus any extra amounts. Gratuity is calculated and settled at each contract completion, not only at final exit. Any overpaid annual leave is automatically deducted during end-of-service benefit calculation, removing the manual adjustment that previously delayed settlement processing. Air ticket eligibility is tracked per employee from date of joining, with a monthly report showing which employees are eligible for air ticket in that month.

Employee Portal

Employee Self-Service Portal

The ESS portal gives all employees self-service access to leave requests, payslips, salary certificate requests, expense reimbursement requests and cash advance requests. The ESS dashboard shows birthday notifications, leave eligibility, personal request status, team member lists, employees currently on leave and pending requests for supervisors to action. Employees can also submit attendance regularisation requests from the portal. Line managers can modify leave requests and receive notifications when changes occur, keeping the approval workflow active without requiring email follow-ups.

Recruitment Module

Structured Recruitment Workflow for Industrial Hiring at Scale

A formal recruitment module was configured to manage the full hiring lifecycle from vacancy to onboarding. The 9-step recruitment process configured in StackHX covers:

  • Vacancy allocation from Hiring Manager
  • Employee Recruitment Form 1 completion with signatures and approvals
  • HR initiates interview process with candidates
  • Shortlisted candidates submitted to Hiring Manager
  • Interview schedule coordination with candidates
  • Reference check collection from two contacts (colleague and manager) for offer candidates
  • Offer drafting in coordination with HR Manager
  • Employment offer issued by email with acceptance tracking via signed return
  • Joining date confirmation and visa processing document collection

What FTV Proclad Achieved After Implementation

Following the go-live of TrueBays StackHX HR software at FTV Proclad in December 2025, the company moved from a manual and disconnected HR process to a structured, compliant and automated platform across all four WPS entities:

Location-specific overtime calculated automatically without manual intervention Both the Dubai basic salary formula and the Abu Dhabi gross salary formula are applied automatically based on each employee's project location. The payroll team no longer needs to manually determine which formula applies per employee before running overtime calculations.
Four-level payroll approval creates a complete audit trail before any salary is disbursed Every pay run passes through the Preparer, Chief Accountant, CFO and General Manager within the system. Each approval is recorded with a timestamp, giving the finance and compliance teams a full audit log for every payroll cycle processed.
Biometric attendance flows directly into shift records, overtime and payroll Labour shift attendance data is captured by biometric devices and fed directly into the system without manual extraction or entry. Shift pattern matching, hours calculation and overtime trigger all happen automatically based on the live biometric feed.
Office staff and labour managed under correct entitlements within the same platform The dual category configuration ensures office staff and labour each receive the correct annual leave allocation, monthly accrual rate and salary basis for leave and sick pay, without any crossover between the two groups' entitlements.
All four WPS companies generate individual SIF files with partial disbursement capability Each of the four registered WPS entities generates its own compliant SIF file independently. The partial payroll feature gives the finance team the flexibility to disburse selected salary components when required, without processing the full payroll for all employees simultaneously.
Recruitment process formalised with documented approval and reference check requirements Every hire now follows the same 9-step recruitment process from vacancy to onboarding, with reference checks and signed offer letters recorded in the system. This level of documentation is essential for a company whose clients include Saudi Aramco, ADNOC and other tier-one energy operators with strict supply chain compliance requirements.

"Managing payroll for 550 plus people across different shift patterns, two overtime policies and four registered companies is not straightforward. TrueBays configured the system to handle all of it within one platform and built our payroll approval chain into the workflow, which has given our finance team the controls they need. The biometric integration alone has saved significant time each month."

— HR Manager

FTV Proclad LLC, National Industries Park, Dubai UAE

Architecture and Technology Stack

01

Platform:

StackHX HR Software by TrueBays, built on an in-house developed modular framework. The multi-company architecture supports all four WPS entities within one database instance, with each entity maintaining separate employee records, payroll runs and SIF outputs while sharing the same HR configuration for leave, settlement and overtime rules.

02

Technologies:

Microsoft .NET Framework, Microsoft SQL Server as the backend database, DevExpress for UI components and reporting, and Amazon Web Services (AWS) for cloud hosting. The system is accessible from workstations within Proclad's local network and remotely from authorised devices, with user-level access controls applied per role and entity.

03

Biometric Integration:

Attendance devices at Proclad's National Industries Park facility are integrated with the StackHX attendance module via TrueBays' middleware. Clock-in and clock-out events are captured in real time and matched against each employee's assigned shift pattern. The system calculates attendance status, hours worked and overtime triggers automatically at the end of each working period, with the results flowing directly into the payroll module at month-end without any manual data entry step.

04

WPS and Payroll Output:

Standard WPS SIF files are generated for each of the four registered entities after payroll completion, ready for direct import to the respective company's bank. The partial payroll feature generates SIF files with user-selected salary components, enabling the finance team to make phased disbursements when operationally required. Payroll follows a month-end cutoff across all entities.

Managing a Large Industrial or Oil and Gas Workforce in the UAE?

Whether your company operates across multiple shifts, multiple WPS entities or location-specific payroll rules, TrueBays can configure StackHX to handle the complexity. Talk to our team about your workforce structure and payroll requirements.

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